OEIT Ation India LMS User Manual

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Leave Management System
for India - User Manual
Capgemini
15 November 2017
Version 1.2

Leave Management System for India - User Manual | Version 1.2

Document Information

Revision History
Version

Date

Updated By

1.0

30 Dec 2016

Roshini Roy



Created

1.1

10 Apr 2017

Roshini Roy



Leave Approval flow updated, added
employee search, BU and Location
filters, and allow Approval/Rejection from
the Leave Details page.

1.2

15 Nov 2017

Pradnya Dhamale



Removed AML approval flow

Changes Applied

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Leave Management System for India - User Manual | Version 1.2

Table of Contents
Document Information ..........................................................................................................................2
1

Introduction ....................................................................................................................................4
1.1
Overview .................................................................................................................................5
1.2
Dashboard ...............................................................................................................................6

Manage Leave ................................................................................................................................8
2.1
Apply Leave .............................................................................................................................8
2.2
View/Cancel Leave................................................................................................................10
2.3
View/Change Weekly Off ......................................................................................................13
2.4
View/Change Holiday Mapping .............................................................................................14

Approvals......................................................................................................................................15
3.1
Approve Leave ......................................................................................................................15
3.2
Approval flow and Approvers ................................................................................................17
3.3
Approve Weekly Off ..............................................................................................................18
3.4
Approve Holiday Mapping .....................................................................................................19

Reports..........................................................................................................................................20
4.1
Leave Details .........................................................................................................................20
4.2
View Holiday List ...................................................................................................................24

Timesheet submission ................................................................................................................25

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Leave Management System for India - User Manual | Version 1.2

Introduction

Leave Management System (LMS) is an internal application used within Capgemini by its employees,
to manage leave. The module is designed to help both new and existing employees understand the
process of planning and managing leave which is a mandatory process.
LMS allows the employees to apply, or manage approvals or get reports for the team. The employees
are able to view, apply, cancel, approve, and generate basic reports using the LMS application.
LMS will be the single data source for all leave data.
This application will control and implement the unified India leave policy for permanent India
employees.

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Leave Management System for India - User Manual | Version 1.2

1.1

Overview

LMS can be accessed at https://lms.in.capgemini.com

LMS is also accessible from Talent, iConnect, and India Applications Portal under People Menu.

LMS is designed to provide a single portal to facilitate the following:


Planning of leave in advance



Access to leave information



Access to leave history



Leave request submission and approvals



Control over the leave usage based on organization policy



Change in Weekly-Off days, currently available only for BSv and FS employees



Alignment with Holiday list of client/account, currently available only for BSv and FS employees



Email notification for each activity in LMS



Generation of reports which can be used by employees/supervisors/HR and support teams



Control over leave time entry in Clarity and Timecard systems

Please log incidents under India Service Desk if you face any issues while using LMS.

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Leave Management System for India - User Manual | Version 1.2

1.2

Dashboard

On launching LMS, the following page (Dashboard) is displayed to the user:

Figure: LMS Dashboard page - My Tasks

Following information is displayed on the Dashboard page:


The top-most part of the page displays links to the Help page and Logout option. The LMS user
manual, India leave policy and leave policy FAQs are available on the “Help” page.



My Tasks: This section is available only if the logged in user is a supervisor. It displays the
summary of pending requests in the supervisor queue for each type of request, namely, leave
requests, change weekly off requests and change holiday mapping requests.

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Leave Management System for India - User Manual | Version 1.2

Figure: LMS Dashboard page - My Leave Planner



My Leave Planner: This section is available to all employees and displays the Privilege leave
available balance, “Apply Leave” button, and the summary of leave, holiday mapping and weekly
off change requests pending approval which were submitted by the logged in user. “Upcoming
Holidays” banner scrolls the current year holidays based on the holiday list mapped to the logged in
user. “View Holiday List” link allows users to see the holiday list mapped to the logged in user in
LMS for the current year.



My Leave Record: This section shows the computation of current leave balance, with Carry
forward days from previous year, days credited in current year, Privilege leave taken in current year
and the Days Available (current leave balance) for current year. “View Leave Card” button allows
users to navigate to the Leave Details (reports) page.

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Leave Management System for India - User Manual | Version 1.2

Manage Leave

This module allows LMS users to apply for leave, view/cancel the leave requests submitted by them,
map themselves to client holidays and modify their weekly offs.

2.1

Apply Leave

User can apply for leave using the “Apply Leave” option under the “Manage Leave” menu. This page
can also be opened by clicking on the “Apply Leave” button on the Dashboard page.

Figure: Apply Leave page

Employee Name displays the name of the logged in user by default.
The “Leave type” dropdown has Privilege leave selected by default. User can select required leave
type from this dropdown. The “?” option next to this dropdown provides a brief description of the
selected leave type. “View Holiday Calendar” displays the list of holidays currently mapped to the user.
On selecting the leave type, the applicable fields for the selected leave type are displayed on this page.
User should fill in all the mandatory fields (marked with *) and Submit the request.
Document upload is mandatory for certain leave types. Only one file can be uploaded for each request.
To upload the requisite documents, use the “Browse” option and select the file to be uploaded.
Document file size is limited to 5 MB and document name length is limited to 100 alphanumeric
characters. Allowed file types are pdf, msg, html, bmp, doc/docx, jpeg/jpg, gif, png, zip.

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Leave Management System for India - User Manual | Version 1.2

On “Submit”, the data entered in the leave request is validated based on the applicable leave policy. In
case of incorrect data, appropriate message will be displayed to the user to correct the data in their
leave request.
On successful submission of leave request, the supervisor will get an email notification and this request
will be added to the supervisor’s queue for approval.

Apply leave on behalf of team members:

Figure: Apply Leave page

Supervisors can see their own name and the names of their direct reports in the Employee Name
dropdown. This feature enables supervisors to submit requests on behalf of their direct reports.
“View Indirect Reports” option is available to supervisors of supervisors and allows them to select the
name of their indirect reports from the Employee Name dropdown.
On submission of request by supervisors and supervisors of supervisors on behalf of a direct/indirect
report, the request will be considered approved by supervisor, and corresponding email notifications
will be sent from LMS.
“View as HRSS” option is available to HRSS to select employee whose leave application is to be
submitted on their behalf.
On submission of request by HRSS users on behalf of an employee, the request will be considered
final approved and corresponding email notifications will be sent from LMS.

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Leave Management System for India - User Manual | Version 1.2

2.2

View/Cancel Leave

User can view or cancel the leave requests submitted by them using this feature.
Select “View/Cancel Leave” option under the “Manage Leave” menu to access this page.

Figure: View/Cancel Leave page

Details and status of leave requests submitted in the current year are displayed on this page by default.
User can change the “Request Submitted Year” to view requests for other years.
User can view the details of each request using “View” (eye) available against each request under the
Action column in the requests section.
User can cancel requests using “Cancel” (x) available against each request under the Action column in
the requests section.

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Leave Management System for India - User Manual | Version 1.2

View submitted leave request details:

The Leave Details page displays the details of the selected leave request.

Figure: Leave Details page

“History” section displays all the transactions that have occurred on this request and the status for each
action taken on this request.
“View/Cancel Leave” link allows user to navigate back to the View/Cancel Leave page.

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Leave Management System for India - User Manual | Version 1.2

Cancel Leave:

Only the requests submitted within the past 60 days can be cancelled using the cancel option.
The Leave Details page is displayed with the Cancel button enabled if the user has clicked on the
Cancel option under the “Action” column on the View/Cancel Leave page.

Figure: Cancel Leave page

Comments and upload of supporting document/email for the cancellation are mandatory.
A confirmation message is displayed when user clicks on Cancel button, and on confirmation by user,
this request is cancelled in LMS.
In case the cancelled request was already approved (including auto approved) the cancellation will flow
to the corresponding supervisor and/or HRSS queue, as applicable, for the approval of this
cancellation.

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Leave Management System for India - User Manual | Version 1.2

2.3

View/Change Weekly Off

Employees can change their weekly off for some specific set of days in a week other than SaturdaySunday by submitting their request from this page.
This feature is currently available only for BSv and FS employees.
Select “View/Change Weekly Off” option under the “Manage Leave” menu to view the WOs currently
tagged to self, or to submit a WO change request.

Figure: View/Change Weekly Off page

Employee can fill-in the duration for which they want to modify their weekly off and then can select two
days from the “Weekly Off” dropdown on which they want to avail the weekly off.
On Submit, the request will go to the supervisor queue for approval. Supervisor approval is mandatory
for the change to come into effect.
Employee can “Delete” the submitted requests within 60 days, which will be sent to the supervisor for
cancellation approval if it had been already approved by the supervisor.
Supervisors, supervisors of supervisors and HRSS can submit this request on behalf of their team
members.
Email notifications will be sent from LMS for each action performed on this request by employee,
supervisor, supervisor of supervisor and HRSS user.

Note: By default, weekly offs are Saturdays and Sundays.

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2.4

View/Change Holiday Mapping

Employees who need to follow the holiday list of their client/account can use this feature to map
themselves to the client/account holiday list for a specified duration.
This feature is currently available only for BSv and FS employees.
Select “View/Change Holiday Mapping” option under the “Manage Leave” menu to view currently
mapped to self, or to submit the HL change request.

Figure: View/Change Holiday Mapping page

To change the HL mapping, user should select the required Account and the Captive Location.
Provide the duration by selecting the Start and End date for the new HL mapping.
On click of “Align me to this list” button, the request will go to the supervisor’s queue for approval.
Supervisor approval is mandatory for the change to come into effect.
Employee can “Delete” the submitted requests within 60 days, which will be sent to the supervisor for
cancellation approval if it had been already approved by the supervisor.
Supervisors, supervisors of supervisors and HRSS users can submit this request on behalf of their
team. Requests submitted on behalf of employee will be approved
Email notifications will be sent from LMS for each action performed on this request by employee,
supervisor, supervisor of supervisor and HRSS user.
Note: By default, an employee’s Holiday List is mapped to the location which
they are currently tagged to in their HR system.

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Leave Management System for India - User Manual | Version 1.2

Approvals

LMS approvers and HRSS users can approve requests pending in their queue using this feature.
Only Supervisors, Supervisors of supervisors and HRSS users can access this module.

3.1

Approve Leave

LMS approvers can take action on the leave requests pending in the approval queue from this page.
Authorized users can navigate to this page using the “Approve Leave” option under “Approvals” menu.

Figure: Approve Leave page

Supervisor of supervisor can view and take action on the pending requests for their indirect reports by
selecting the “View Indirect Reports” checkbox.
HRSS users can view and take action on the pending requests in their queue by selecting the “View as
HRSS” checkbox.

Search and filter options
a) Employee Name allows users to search for pending requests based on name, ID, GGID, etc.
b) BU filter allows users to select ACIS or BSv or FS to view pending requests in the selected BU.
c) Location filter allows users to view the pending requests based on the selected location.
d) Search button will allow users to view the pending requests as per selected search/filter criteria.
e) Reset button will clear the search/filter criteria and will refresh the data on this page.

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Leave Management System for India - User Manual | Version 1.2

Leave requests data grid
Leave details like Employee ID, Employee Name, Leave Type, Leave Start Date, Leave End Date and
Effective Leave days are available in a table for all requests that are pending approval.
Request Type indicates the type of request, whether it is a cancellation request or a leave application.
Users can “Approve” (tick) or “Reject” (x) a request using these options under the “Action” column.
On click of “View” against any pending request, the Leave Details page is displayed.
“Comment” is mandatory in case of rejection.
Bulk approvals and rejections can be done by selecting the checkboxes next to required requests and
clicking on the Approve or the Reject button at the bottom of the page.
A common Comment box allows users to provide a single comment for bulk approvals or rejections.

Leave Details page
User can Approve or Reject the request from this page.

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Leave Management System for India - User Manual | Version 1.2

3.2

Approval flow and Approvers

Type of leave

Approval flow and Approvers

Privilege Leave

Only Supervisor approval is required

Maternity Leave

Requires 2 approvals - first Supervisor, second HRSS

Miscarriage Leave

Requires 2 approvals - first Supervisor, second HRSS

Paternity Leave

Requires 2 approvals - first Supervisor, second HRSS

Adoption Leave

Requires 2 approvals - first Supervisor, second HRSS

Bereavement Leave

Only Supervisor approval is required

Leave without pay

If LWP is up to 30 days, only Supervisor approval is required
If LWP is more than 30 days, HRSS approval is required after supervisor approval

Comp-off

Only Supervisor approval is required

Relocation

Requires 2 approvals - first Supervisor, second HRSS

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Leave Management System for India - User Manual | Version 1.2

3.3

Approve Weekly Off

This section allows Supervisors to decision the change weekly off requests submitted by their team.
Select “Approve Weekly Off” option from “Approvals” menu to access the requests which are pending
approval for weekly off change.

Figure: Approve Weekly Off page

Supervisors can decision the pending requests in their queues by clicking on the “Approve” (tick mark)
or “Reject” (x) option under the “Action” column.
“Comments” is mandatory in case of rejections.
Multiple requests can be decisioned by selecting the checkbox provided next to each request and
clicking on the common Approve or Reject button on the page. The common Comments box allows
users to input a single comment for bulk approvals or rejections.
Supervisor of supervisor can view and take action on the pending requests for their indirect reports by
selecting the “View Indirect Reports” checkbox.
On approval, the requested WO will come in effect for the employee from the start date of this request
and will revert to default WO after end date of this request.
Corresponding email notification will be sent from LMS.

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Leave Management System for India - User Manual | Version 1.2

3.4

Approve Holiday Mapping

This section allows the Supervisors to approve change holiday list mapping requests submitted by their
team.
To access the Holiday List Mapping approval page, select “Approve Holiday Mapping” option from
“Approvals” menu.

Figure: Approve Holiday Mapping page

Supervisors can decision the pending requests in their queues by clicking on the “Approve” (tick mark)
or “Reject” (x) option under the “Action” column.
“Comments” is mandatory in case of rejections.
Multiple requests can be decisioned by selecting the checkbox provided next to each request and
clicking on the common Approve or Reject button on the page. The common Comments box allows
users to input a single comment for bulk approvals or rejections.
Supervisor of supervisor can view and take action on the pending requests for their indirect reports by
selecting the “View Indirect Reports” checkbox.
On approval, the requested HL will come in effect for the employee from the start date of this request
and will revert to default HL after end date of this request.
Corresponding email notification will be sent from LMS.

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Reports

Employees can generate leave reports for themselves or for their team from this module.

4.1

Leave Details

User can generate reports for different leave types taken by self or by their team using the “Leave
Details” option from “Reports” menu.

Figure: Leave Details - “View Leave Report for” options based on user access level in LMS

“View leave report for” feature allows users to generate reports based on their LMS role.
“Self” is default selected for all employees.
“Supervisor” option is available for Supervisors to view data for their direct reports.
“Indirect Reports” option is available to Supervisors of supervisors to view data for their indirect reports.
“View as HRSS” enables HRSS users to generate leave reports for all employees who use this
application. User can search for required employees using the “Employee Name” field which allows
search using employee name or local employee ID and “Add” the required employees to the “Selected
Employee List” box (up to 50 employees can be added) and click on the “Generate Report” button. To
remove employee names from the selected employees scrollable list box, use the “Delete” option next
to each employee name.
User can change the “Country” from this dropdown. India is the default selection.
User can select the “Leave type” from this dropdown. Privilege leave is the default selection.
User can change the “Request Submitted Year” from this dropdown. The current year is the default
selection.
To generate reports for other leave types and years, select required options in the corresponding
dropdowns and click on the “Generate Report” button.
Users can use the “Export to Excel” button to export the leave data generated into an excel file.
© Capgemini, India

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Leave Management System for India - User Manual | Version 1.2

Privilege leave data for “Self” for current year is displayed by default when user opens this page.

Figure: Leave Details Report page for Privilege leave

For Privilege leave type, the fields available in the “Leave Details Report” are – Employee ID,
Employee Name, Leave Type, Request Submitted Year, Carry Forward, Leave Lapsed, Leave
Accrued, Leave Availed, Leave Balance, Unit (leave is in days or hours), BU, and Country.

Figure: Leave Details Report page for Paternity leave

For other leave types, the fields available in the “Leave Details Report” are – Employee ID, Employee
Name, Leave Type, Request Submitted Year, No Of Occurrences In Year, Total Days Availed In Year,
Unit, BU, and Country.
On clicking the “View” option for the required leave record in the Leave Details report table, the Leave
Ledger page is displayed with all the transactions for the selected leave and year.

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Leave Ledger for Privilege leave:

The Leave Ledger page displays all the transactions for the employee, leave type and year which was
selected on the Leave Details report page.

Figure: Leave Ledger page for Privilege leave

For Privilege leave type, the fields available in the “Leave Ledger” are – Details, Start Date, End Date,
Credit, Debit, Balance, LTA selected, Request Status, Action taken, Action by(GGID), Action
by(Name), Action date, Remark.

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Leave Management System for India - User Manual | Version 1.2

Leave Ledger for other leave types:

Figure: Leave Ledger page for Paternity leave

For other leave types, the fields available in the “Leave Ledger” are - Details, Start Date, End Date,
Effective Leave, Request Status, Action taken, Action by(GGID), Action by(Name), Action date,
Remark.

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4.2

View Holiday List

User can view the holidays on this page for the location to which they are currently tagged to.
“View Holiday List” can be accessed from the “Reports” menu.

Figure: View Holiday List page

The “Holiday Locations” dropdown allows users to view the holidays for other locations
The “Year” dropdown allows users to view holidays for selected year.
After selecting the location and year, click the “Search” button to get the holiday list for this selection.

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Leave Management System for India - User Manual | Version 1.2

Timesheet submission

Leave time cannot be applied directly in Clarity or Timecard systems and leave codes will not be
available for addition to the timesheets.
All leave should be applied in LMS and approved by Supervisor and/or HRSS as applicable, and only
the approved leave will be available for timesheet submission.
LMS is the source of truth for leave information, therefore no leave information will be retrieved from
the timesheet system into LMS.
Timesheet will be rejected if the leave data in timesheet does not match the leave data approved in
LMS.
If employee needs to modify the leave date/s or leave type, the corresponding leave request should be
cancelled in LMS and the cancellation should be approved by the supervisor and/or HRSS, as
applicable. A fresh request should be submitted with required leave data and approved in LMS, after
which this leave data will be available in the timesheet.
The approved leave will be available for timesheet submission only after the batch run from LMS to the
Clarity or Timecard system is completed.

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